texas higher ed loses $80m in state property
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• Texas Higher Ed Loses $80M In State Property
The University of Texas at San Antonio
Inventory: Palm/Scanner
Usage ClassDE 675 INITIAL
2011 - 2012
Presented byPresented byThe UTSA Inventory DepartmentThe UTSA Inventory Department
Our mission is to adhere to state laws,
University rules and regulations by
assuring 100% asset accountability for
all Capital and Controlled assets bought,
transferred, or donated to UTSA
departments.
COURSE OBJECTIVES
• Understand your role and responsibilities as the designated “Inventory Contact Person” (ICP).
• Demonstrate knowledge of the Annual Physical Inventory Process and what is required for completion.
• Identify and know when to use Inventory Forms.
• Learn how to use the Barcode Scanner.
Inventory Training
Who is Responsible?
Unit Code
This is a 7-digit identifier assigned by Budget, DEFINE Administrators, or Grants/Contracts
Examples: 0222-000 Undergraduate Studies
1300-001 COE- Dean-Lab
Used to ensure items are assigned to the correct department
Inventory uses this to upload your annual inventory to the Barcode Scanner
• Purchase Orders• In-State and Out-of-State
Transfers• Departmental Transfers• Grants and Contracts• Gifts (Tangible Donations)• Trade-In• Surplus
How Do I Get Items on my inventory?
UTSA Barcodes are requiredFor CONTROLLED ITEMS
Electronic equipment valued between$500.00 - $4,999.99 per unit
• Cameras• Video Cameras• VCRs/DVD players• Television Sets• Computers (Desktops/Laptops/IPADs)• Printers• Projectors
UTSA Barcodes are required
For CAPITAL ASSETS Any equipment valued at $5,000.00 or greater.
Need a UTSA Barcode?
When requesting a barcode for a new Asset, call or email
Mayra Espinoza (x6396).
You will need to provide the following:
Purchase Order Number
Your Name/Phone Number/Unit Code
Description and Location of Asset Who delivered the Asset (Central Receiving or Direct Ship from the vendor)
Remove Assets from boxes
ProCard Abuse
Inventory will report Violations to the ProCard Compliance Office!
Annual Physical Inventory Process
Locate
If you can’t find an asset, look everywhereeverywhere:
• Closets/Storage areas/Off Site Locations • Offices/Classrooms/Labs• Check Removal of Equipment Forms (item may be off-campus)• Check previous documentation/files• Check Surplus Turn-In Forms• Ask Co-workers/last known User/or other Departments
Keep looking until all assets are found!
Use the Pre-Inventory/Custody List as
your “Road Map” to locate assets.
Scan
Begin scanning at any Begin scanning at any location:location:
IF FOUND IF FOUND - continue - continue scanning until you’re donescanning until you’re done
IF NOT FOUND IF NOT FOUND - annotate - annotate the the Pre-inventory/Custody List to Pre-inventory/Custody List to further investigatefurther investigate
Be sure to mark the check box on your list when an item is found and
scanned.
Reconcile
1. Post findings on the Pre-Inventory/Custody List
2. Research problems/compare last year’s documentation
3. Prepare applicable Inventory Forms to update data and complete Inventory
4. Continue to look for items NOT FOUND
Return
It is imperative you return the below items on your scheduled Return Date!
Scanner/Charger/Bag (Needed for departmental rotations)
API Certification Form
Pre-Inventory/Custody List
Reconciliation Paperwork
A Post Inventory Report will be forwarded to you with final inventory results.
Making Updates in DEFINE
You are also responsible for updating the following information in the NV1 Screen:
See Training Reference Guide – pgs. 7 & 8
ENTERING BANNER ID #’s: Assigning a current user Banner ID in NV1 helps youand future ICPs’ locate assets.
REASSIGNING BANNER ID #’s: This action is required when an employee is transferring to another department and for Employee Separations.
MAKING LOCATION CHANGES: Your inputs ensure locations remain current.Make sure to use the 3 letter building code. EXAMPLES: MBB - Main Building; BSB - Biosciences Building; FSB - Frio Street Building; etc..
For instructions on how to view a list of your inventory on the NV3 screen: See Training Reference Guide – pg. 9
See Training Reference Guide – pg. 5, 6
Completing your Pre-Inventory/Custody List
Inventory Forms
Most Common Forms Used During Annual Physical Inventory (API):
•Inventory Transaction Form
•Missing Property/Reinstatement Report
•Stolen/Recovered Property Report
•Removal of Equipment Form
•Equipment Trade-In Form
All Inventory forms are available at http:/www.utsa.edu/inventory
ALL FORMS MUST BE TYPED
SAMPLE
SAMPLE
SAMPLE
SAMPLE
SAMPLE
Inventory Helpful Tips
See Training Reference Guide – pg. 15
Surplus
When property is worn out or obsolete, do notWhen property is worn out or obsolete, do notthrow it away! Contact the throw it away! Contact the Surplus Department Surplus Department
at 458-6282 at 458-6282 to correctly dispose of the item. to correctly dispose of the item.
Visit Website at: www.utsa.edu/surplus/ Visit Website at: www.utsa.edu/surplus/
Getting to Getting to know the know the
MC70 MC70 Barcode Barcode ScannerScanner
QUESTIONS
Jon MoselCapital AssetManagerExt. 6130
James SumnerSr. InventoryAnalystExt. 4835
Olinda OngayInventory Clerk IIExt. 6395
Cassandra PorterInventory ManagerExt. 4844
Frank BatesAccountant IIExt. 4830
JJ ChavezInventory Clerk IIExt. 6131
Mayra EspinozaInventory Clerk IExt. 6396
INVENTORY STAFFINVENTORY STAFF
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